UNIT 3 – INTRODUCTION

TO BUSINESS DATA
PROCESSING
1. Write a note on Data Processing .
Ans - Data processing means to processing of data i.e. to convert its
format. As we all know data is the very useful and when it is well
presented, and it becomes informative and useful. Data processing
process system is also referred as information system. It is also right
to say that data processing becomes the process of converting
information into data and also vice-versa.

Stages of Data Processing Process

 Data processing process involves a series of stages to transform
raw data into meaningful information. Here are the six
fundamental stages of data processing process:

1. Collection: The process begins with the collection of raw data from
various sources. The stage establishes the foundation for subsequent
processing, ensuring a comprehensive pool of data relevant to the
intended analysis. It could include surveys, sensors, databases, or any
other means of gathering relevant information.
2. Preparation : Data preparation focuses on organizing, data cleaning,
and formatting raw data. Irrelevant information is filtered out, errors
are corrected, and the data is structured in a way that facilitates
efficient analysis during subsequent stages of processing.
3. Input : During the data input stage, the prepared data is entered into
a computer system. This can be achieved through manual entry or
automated methods, depending on the nature of the data and the
systems in place.
4.Data Processing : The core of data processing involves manipulating
and analyzing the prepared data. Operations such as sorting,
summarizing, calculating, and aggregating are performed to extract
meaningful insights and patterns.

5. Data Output : The results of data processing are presented in a

comprehensible format during the data output stage. This could
include reports, charts, graphs, or other visual representations that
facilitate understanding and decision-making based on the analyzed
data.
6. Data Storage : The final stage entails storing the processed data for
future reference and analysis. This is crucial for maintaining a historical
record, enabling efficient retrieval, and supporting ongoing or future
data-related initiatives. Proper data storage ensures the longevity and
accessibility of valuable information.

Methods of Data Processing :-

1. Manual Data Processing – It relies on human efforts to manage and
manipulate data .
2. Mechanical Data Processing – It involves the use of machine like
punch cards and mechanical calculators to handle data .
3. Electronic Data Processing – It leverages computers and digital
technology to perform the data-related tasks .

Types of Data Processing :

1. Batch Data Processing : Batch processing involves grouping data into
batches and processing them together at a scheduled time. It is
suitable for non-time-sensitive tasks and is efficient for large-scale data
processing.
2. Real-time Data Processing : Real-time processing deals with data
immediately as it is generated. It is crucial for time-sensitive
applications, providing instant responses and updates, often seen in
applications like financial transactions and monitoring systems.
3. Online Data Processing : Online Data Processing (OLTP) involves
processing data directly while it is being collected. It is interactive and
supports concurrent transactions, making it suitable for applications
that require simultaneous user interaction and data updates.

Examples of Data Processing

 Stock exchanges process a massive volume of data during trades.
The system matches buy and sell orders, updates stock prices in
real-time, and records transaction details to maintain an accurate
and transparent market.
 Electronic Health Records (EHRs) store and process patient data in
healthcare settings. This includes medical history, test results, and
treatment plans, facilitating efficient and accurate healthcare
delivery.

Advantages of Data Processing

 Highly efficient
  Time-saving
 High speed
 Reduces errors

Disadvantages of Data Processing

 Large power consumption
 Occupies large memory.
 The cost of installation is high
 Wastage of memory
Conclusion
 In conclusion, data processing is the backbone of information
management, enhancing efficiency, accuracy, and decision-
making. From traditional manual methods to the cutting-edge
electronic processing, the evolution of data processing methods
has transformed how we collect, analyze, and store data.

2. Write a note on Spreadsheet .

Ans - A Spreadsheet is a computer application that is designed to add,
display, analyze, organize, and manipulate data arranged in rows and
columns. It is the most popular application for accounting, analytics,
data presentation, etc.
 In other words, spreadsheets are scalable grid-based files that are
used to organize data and perform calculations. People all across the
world use spreadsheets to create tables for personal and business
usage.
 For example – You may track data in a spreadsheet and see sums,
differences, multiplication, division, and fill dates automatically,
among other things.
 Microsoft Excel, Google Sheets, Apache Open Office, LibreOffice, etc.
are some spreadsheet software. Among all these software, Microsoft
 Excel is the most commonly used spreadsheet tool and it is
available for Windows, macOS, Android, etc.

 A collection of spreadsheets is known as a workbook. Every Excel file

is called a workbook. Every time you start a new project in Excel,
you’ll need to create a new workbook .

 A single Excel worksheet is a tabular spreadsheet that consists of a

matrix of rectangular cells grouped in rows and columns. It has a
total of 1,048,576 rows and 16,384 columns, resulting in
17,179,869,184 cells on a single page of a Microsoft Excel
spreadsheet where you may write, modify, and manage your data.

 In the same way as a file or a book is made up of one or more

worksheets that contain various types of related data, an Excel
workbook is made up of one or more worksheets.

Features of spreadsheet
 As we know that there are so many spreadsheet applications
available in the market. So these applications provide the
following basic features:
 Rows and columns:
Rows and columns are two distinct features in a spreadsheet that come
together to make a cell, a range, or a table. In general, columns are the
vertical portion of an excel worksheet, and there can be 256 of them in
a worksheet, whereas rows are the horizontal portion, and there can be
1048576 of them.
The color light green is used to highlight Row 3 while the color green is
used to highlight Column B. Each column has 1048576 rows and each
row has 256 columns.
 Formulas:
In spreadsheets, formulas process data automatically. It takes data from
the specified area of the spreadsheet as input then processes that data,
and then displays the output into the new area of the spreadsheet
according to where the formula is written.
 In Excel, we can use formulas simply by typing “=Formula
Name(Arguments)” to use predefined Excel formulas. When you
write the first few characters of any formula, Excel displays a drop-
down menu of formulas that match that character sequence. Some
of the commonly used formulas are:
=SUM(Arg1: Arg2): It is used to find the sum of all the numeric data
specified in the given range of numbers.
=COUNT(Arg1: Arg2): It is used to count all the number of cells(it will
count only number) specified in the given range of numbers.
=MAX(Arg1: Arg2): It is used to find the maximum number from the
given range of numbers.
=MIN(Arg1: Arg2): It is used to find the minimum number from the
given range of numbers.
=TODAY(): It is used to find today’s date.
=SQRT(Arg1): It is used to find the square root of the specified cell.
For example, you can use the formula to find the average of the
integers in column C from row 2 to row 7:
= AVERAGE(D2:D7)

The range of values on which you want to average is defined by D2:D6.

The formula is located near the name field on the formula tab.

Functions of SpreadSheet
 Functions are created to perform complicated math problems in
spreadsheets without using actual formulas.

 For example, if you want to find the total of the numeric data
present in the column then use the SUM function instead of adding
all the values present in the column.
1. Text Manipulation: The spreadsheet provides various types of
commands to manipulate the data present in it.
2. Pivot Tables: It is the most commonly used feature of the
spreadsheet. Using this table users can organize, group, total, or sort
data using the toolbar. Or in other words, pivot tables are used to
summarize lots of data. It converts tons of data into a few rows and
columns.

Uses of Spreadsheets
 The use of Spreadsheets is endless. It is generally used with anything
that contains numbers. Some of the common use of spreadsheets
are:
1. Finance: Spreadsheets are used for financial data like it is used for
checking account information, taxes, transaction, billing, budgets, etc.
2. Forms: A spreadsheet is used to create form templates to manage
performance review, timesheets, surveys, etc.
3. School and colleges: Spreadsheets are most commonly used in
schools and colleges to manage student’s data like their attendance,
grades, etc.
4. Lists: Spreadsheets are also used to create lists like grocery lists, to-
do lists, contact detail, etc.
5. Hotels: Spreadsheets are also used in hotels to manage the data of
their customers like their personal information, room numbers, check-
in date, check-out date, etc.

Components of Spreadsheets
The basic components of spreadsheets are:
1. TitleBar : The title bar displays the name of the spreadsheet and
application.
2. Toolbar : It displays all the options or commands available in Excel
for use.
3. NameBox : It displays the address of the current or active cell.
4. Formula Bar : It is used to display the data entered by us in the active
cell. Also, this bar is used to apply formulas to the data of the
spreadsheet.
5. Column Headings : Every Excel spreadsheet contains 256 columns
and each column present in the spreadsheet is named by letters or a
combination of letters.
6. Row Headings : Every Excel spreadsheet contains 65,536 rows and
each row present in the spreadsheet is named by a number.
7. Cell : In a spreadsheet, everything like a numeric value, functions,
expressions, etc., is recorded in the cell. Or we can say that an
intersection of rows and columns is known as a cell. Every cell has its
own name or address according to its column and rows and when the
cursor is present on the first cell then that cell is known as an active
cell.
8. Cell referring : A cell reference, also known as a cell address, is a way
for describing a cell on a worksheet that combines a column letter and
a row number. We can refer to any cell on the worksheet using cell
references (in excel formulae). As shown in the above image the cell in
column A and row 1 is referred to as A1. Such notations can be used in
any formula or to duplicate the value of one cell to another (by using =
A1).
9. Navigation buttons : A spreadsheet contains first, previous, next, and
last navigation buttons. These buttons are used to move from one
worksheet to another workbook.
10. Sheet tabs : As we know that a workbook is a collection of
worksheets. So this tab contains all the worksheets present in the
workbook, by default it contains three worksheets but you can add
more according to your requirement.

3. How to Create a New Spreadsheet or Workbook ?

Ans - To create a new spreadsheet follow the following steps:
Step 1: Click on the top-left, Microsoft Office button and a drop-down
menu appear.
Step 2: Now select New from the menu.
Step 3: After selecting the New option a New Workbook dialogue box
will appear and then in Create tab, click on the blank Document.

A new blank worksheet is created and is shown on your screen.

Note: When you open MS Excel on your computer, it creates a new
Workbook for you.
 Saving The Workbook
In Excel we can save a workbook using the following steps:
Step 1: Click on the top-left, Microsoft office button and we get a drop-
down menu:

Step 2: Now Save or Save As are the options to save the workbook, so
choose one.
 Save As: To name the spreadsheet and then save it to a specific

location. Select Save As if you wish to save the file for the first
time, or if you want to save it with a new name.
 Save: To save your work, select Save/ click ctrl + S if the file has

already been named.

So this is how you can save a workbook in Excel.

 Inserting text in Spreadsheet

Excel consists of many rows and columns, each rectangular box in a
row or column is referred to as a Cell.
 So, the combination of a column letter and a row number can be
used to find a cell address on a worksheet or spreadsheet. We can
refer to any cell in the worksheet using these addresses (in excel
formulas). The name box on the top left(below the Home tab)
displays the cell’s address whenever you click the cell.

To insert the data into the cell follow the following steps:
Step 1: Go to a cell and click on it

Step 2: By typing something on the keyboard, you can insert your data
(In that selected cell).

Whatever text you type displays in the formula bar as well (for that
cell).

4. How to Edit/ Delete Cell Contents in the Spreadsheet ?

Ans - To delete cell content follow the following steps:
Step 1: To alter or delete the text in a cell, first select it.

Step 2: Press the Backspace key on your keyboard to delete and

correct text. Alternatively, hit the Delete key to delete the whole
contents of a cell. You can also edit and delete text using the formula
bar. Simply select the cell and move the pointer to the formula bar.

5. Explain Step-by-Step Data Formatting in MS Excel .

Ans - Data formatting refers to the process of organizing and
structuring data in a specific way to make it suitable for a particular
purpose or compatible with a specific system or application.
 It involves converting raw data into a predefined structure, ensuring
consistency and readability. The goal of data formatting is to make
the information more accessible, understandable, and usable.
 Here’s step-by-step guide to data formatting in MS Excel :-
Step 1: Open Excel and Load Data
 Open Microsoft Excel on your computer.
 Load the spreadsheet containing the data you want to format.
Step 2: Select the Data
 Click and drag to select the range of cells containing the data you
want to format.
Step 3: Format as Numbers
 If working with numeric data:
 Select the cells.
 In the Home tab, find the "Number" group.
 Use the drop-down menu to select the desired number format.
Step 4: Text Formatting
 For text formatting:
  Highlight the text you want to format.
 Use options in the Home tab for bold, italic, underline, font color,
and background color.
Step 5: Alignment
 Adjust text alignment for better readability:
 Select the cells.
 Use the alignment options in the Home tab to align text left, right,
center, or justify.
Step 6: Merge and Center
 If needed, merge cells:
 Select the cells to merge.
 Click on "Merge & Center" in the Home tab.
Step 7: Wrap Text
 Enable text wrapping for long text:
 Select the cells.
 Click on "Wrap Text" in the Home tab.
Step 8: Conditional Formatting
 Apply conditional formatting:
 Select the cells.
 Go to the Home tab, click "Conditional Formatting," and choose a
formatting rule.
Step 9: Column Width and Row Height
 Adjust column width and row height:
 Hover between column or row headers, click, and drag to adjust
size.
Step 10: Borders and Gridlines
 Add borders or change gridline visibility:
 Select the cells.
  Use the border options in the Home tab.
Step 11: Cell Styles
 Apply predefined cell styles:
 Select the cells.
 Choose a cell style from the "Cell Styles" group in the Home tab.
Step 12: Data Bars, Color Scales, and Icon Sets
 Apply visual formatting .
 Select the cells.
 Go to the Home tab, click "Conditional Formatting," and choose
data bars, color scales, or icon sets.
Step 13: Format Painter
 Copy formatting using Format Painter .
 Select a cell with desired formatting.
 Click "Format Painter" in the Home tab, then click and drag over
target cells.
Step 14: Save Your Work
 Once formatting is complete, save your Excel file to retain
changes , using short-cut key Ctrl+S .
These steps cover the basics of data formatting in Microsoft Excel,
providing a structured guide for organizing and presenting your data
effectively.

6. Write a note on Mathematical functions in MS Excel .

Ans - The Mathematical Functions in Excel have
various built-in functions used to calculate numerical
data. The commonly used functions are SUM, AVERAGE,
COUNT, MIN, MAX, etc.
1. SUM

 The SUM() function, as the name suggests, gives the total of the
selected range of cell values. It performs the mathematical operation
which is addition. Here’s an example of it below:

The syntax of the SUM Excel formula is

2. AVERAGE

 The AVERAGE() function focuses on calculating the average of the

selected range of cell values. The syntax of the AVERAGE Excel
formula is

3. COUNT

 The function COUNT() counts the total number of cells in a range

that contains a number. The function also counts the number of
arguments that have numerical values. It does not include the cell,
which is blank, and the ones that hold data in any other format apart
from numeric.

The syntax of the COUNT Excel formula is

4. MAX

 The MAX function in Excel returns the largest value from a group of
numbers. The MAX function requires at least one argument (values
separated by commas) but can take up to 255 arguments.
Arguments can be numbers, cell references, or ranges of cells. MAX
will ignore text, True/False, and empty cells. If none of the provided
cells contain numerical values, MAX will simply return 0.

SYNTAX :- = MAX(number_1, [number_2], [number_3], ...)

5. MIN

 The MIN The MIN function requires at least one argument (values
separated by commas) but can take up to 255 arguments.
Arguments can be numbers, cell references, or ranges of cells. MIN
will ignore text, True/False, and empty cells. If none of the provided
cells contain numerical values, MIN will simply return 0. function in
Excel returns the smallest value from a group of numbers.

SYNTAX :- =MIN(number_1, [number_2], [number_3], ...)

6. INT

 The ROUND excel Function rounds up the number to the specified

number of digits using the formula =ROUND. It is a part of the Math
and Trigonometry function. There are two different functions
 attached to it: ROUNDUP and ROUNDDOWN. But the ROUND
function performs both the tasks round up and round down.

 number = This is the numerical value we want to round up or

down. This is the mandatory argument.
 num_digits = This is the number of digits we want to round up. This
is also the mandatory argument.

7. INT

 The INT Excel function rounds a decimal number down to the

nearest integer and returns it. It is one of the rounding functions in
Excel which returns a positive or negative integer as an output.
However, it returns the nearest lower integer in the case of positive
numbers, and the negative numbers become more negative.

 The syntax of the INT Excel function is as follows:

8. ABSOLUTE [ABS]

 The ABS Function[1] in Excel returns the absolute value of a number.

The function converts negative numbers to positive numbers while
positive numbers remain unaffected.

 Formula :-
ABSOLUTE Value = ABS(number)

7. Write a note on String functions in MS Excel .

Ans - In Excel, strings are blocks of text that appear within the
spreadsheet. These can include names of people, products, email
addresses, names of cities and numbers.

 String functions are part of the Excel program you can use to alter,
locate or measure strings.

 The string functions in MS Excel are :-

1. LEFT

2. RIGHT

3. MID

4. LEN

5. CONCATENATE

6. LOWER

7. UPPER

8. PROPER

 These are described as under :-

1. LEFT - The LEFT function is used to retrieve a chosen amount of

characters, counting from the left side of an Excel cell. The chosen
number has to be greater than 0 and is set to 1 by default.

SYNTAX : =LEFT(text, [number of characters])

2. RIGHT - The RIGHT function is used to retrieve a chosen amount of
characters, counting from the right side of an Excel cell. The chosen
number has to be greater than 0 and is set to 1 by default.

SYNTAX : =RIGHT(text, [number of characters])

3. MID - The MID() function returns the characters from the middle
of a text string, given a starting position and length.

SYNTAX : =MID(text, starting number, number of characters)

4. LEN - This function returns the number of characters in a string.

For example, it returns the value of "7" from the string "Racecar"
because there are seven characters in the string.

SYNTAX : =LEN(text)

5. CONCATENATE - This function merges or joins several text strings

into one text string. For example, it can take the values from cells A1
through A4 "Have," "a," "good" and "day" and combine them into
the phrase "Have a good day."

SYNTAX : =CONCATENATE(text 1, [text 2], ...)

6. LOWER - This function converts all text to lowercase. For example,

it can change the value "WHAT ARE YOU DOING?" to the value
"what are you doing?"

SYNTAX : =LOWER(text)
 7. UPPER - This function changes all text within a string to the
uppercase. For example, it can change the string "first name last
name" to the string "FIRST NAME LAST NAME."

SYNTAX : =UPPER(text)

8. PROPER - This function capitalizes the first letter of each word in a

text value. For example, it can change the value "thomas smith" to
the value "Thomas Smith" to meet capitalization requirements.

SYNTAX - =PROPER(text)

8. Write a note on Date functions in MS Excel .

Ans – The date functions in MS Excel are used to specify date, time
etc .

 The Date related functions in MS Excel are :

1. TODAY

2. NOW

3. DATE

4. YEAR

5. MONTH

6. DAY

7. WEEKDAY

 These are described as under :-

 1. TODAY – The TODAY function returns the serial number of the
current date in Excel. When TODAY is used in a cell, a date format
matching your computer’s regional settings is applied. The TODAY
function updates automatically whenever the worksheet is opened,
or when the formulas are manually recalculated.

SYNTAX :

=TODAY()

2. NOW - The NOW function in Excel returns the serial number of the
current date and time. When NOW is used in a cell, a date format
matching your computer’s regional settings is applied. The NOW
function is considered ‘volatile’, meaning that it updates
automatically whenever the worksheet is opened, or when the
formulas are manually recalculated.

SYNTAX :

=NOW()

3. DATE - The DATE function is designed to eliminate confusion when

working with dates in Excel.

o Because dates can be written in a variety of formats, there can be

misunderstandings when everyone isn’t on the same page. This can
lead to problems when Excel does not recognize the numbers as
dates and handles them in an unexpected way.
o The DATE function establishes common ground by asking you to
supply each element of your date in a particular order so that Excel
assigns the correct date value to your input.
 SYNTAX :

DATE(year, month, day)

All arguments are required.

 The year argument can be one to four digits representing the year.
However, it’s recommended that all four digits be used for
the year argument to avoid unexpected results. For example, an
input of ‘07’ will be interpreted as the year 1907.
 Month is a positive or negative integer representing the month of
the year.
 Day is a positive or negative integer representing the day of the
month.

4. YEAR - The YEAR function returns the year corresponding to a

date. This can be useful for isolating the year element of a date.

SYNTAX :
YEAR(serial_number)

Serial_number is the Excel-assigned number of the date you want to

query. The serial number is usually obtained as the result of
another Excel function, such as TODAY, DATE, DATEVALUE, etc.

5. MONTH - The MONTH function returns the nth month of the year
ranging from 1 to 12. This can be useful for isolating the month
element of a date.

SYNTAX :
MONTH(serial_number)

Serial_number is the Excel-assigned number of the date you want to

query. The serial number is usually obtained as the result of another
Excel function, such as TODAY, DATE, DATEVALUE, etc.

6. DAY - The DAY function returns the nth day of the month ranging
from 1 to 31. This can be useful for isolating the day element of a date.

SYNTAX :

DAY(serial_number)

Serial_number is the Excel-assigned number of the date you want to

query. The serial number is usually obtained as the result of another
Excel function, such as TODAY, DATE, DATEVALUE, etc.

7. WEEKDAY - The WEEKDAY function returns a number that represents

the nth day of the week, ranging from 1 to 7 (or, in some cases, 0 to 6).
The function also carries an optional argument that allows you to state
the numbers which should represent each day.
SYNTAX :

WEEKDAY(serial_number,[return_type])

o Serial_number is the Excel-assigned number that represents the

date you want to query. The serial number is usually obtained as the
result of another Excel function, such as TODAY, DATE, DATEVALUE,
etc.
o Return_type is an optional argument that determines the type of
return value. If return_type is omitted, 1 is assumed.